DISTRIBUTION:

Supply Process Review Committee

Finance Process Review Committee

DoDAAD Committee

DoD EMALL Program Manager

cc:

ADUSD(L)SCI

LMI
Approved DLMS Change 43, 

Validation of GSA Advantage-Assigned GY/GZ Series Activity Address Codes (AACs)

1. ORIGINATOR:

a. Service/Agency: GSA 

b. Originator: Gary Hood, GSA/FSS 

2. FUNCTIONAL AREA:

a. Primary: Supply

b. Secondary: Finance and DoDAAD

3. REQUESTED CHANGE:

a. Title: Validation of GSA Advantage-Assigned GY/GZ Series AACs.

b. Description of Change: The GSA generates AACs for DoD Component and civil 

agency purchase card users of GSA Advantage. These AACs are published in the 

DoDAAD to facilitate shipment within the DoD transportation system, but are not 

authorized for use in DoD requisitioning/ordering processes. This change requires 

rejection of all DoD requisitions/orders and bills where the ordering activity, ship-to 

activity, or bill-to activity is identified by a GSA Advantage-assigned GY or GZ series 

AAC. The change specifies procedures for rapid implementation by DAAS/DoD 

EMALL, procedures for staggered implementation within Inventory Control Points 

(ICPs), and long-term procedures for DLMS implementation.

c. Procedures: 

(1) Requisitioning Procedures: DAAS and the DoD EMALL will reject all 

requisitions/EMALL orders containing the GY or GZ series AACs. Revise 

MILSTRIP, Appendix 2.16, page AP2.16-10, to add the following definition to 

status code CX for this purpose:

CX Rejected. Unable to identify the bill-to and/or ship-to address as designated 

by the signal code or the signal code is invalid. 

GSA Advantage GY/GZ series AACs are not authorized for use in DoD 

requisitions/orders.

If still required, submit a new requisition1 with valid data entries.

1

 Submit a new requisition using a new document number with a current ordinal date.

(2) Billing Procedures: DAAS will reject all logistics bills identifying the billed 

office with a GY or GZ series AAC. Revise DoD 4000.25-7-M, MILSBILLS, 

chapter 2, section M., paragraph 4 to add the following additional edit:

“DAAS and DoD logistics billing systems will reject all billings designating GY or 

GZ series DoDAACs as the billed office.”
(3) DoDAAD Procedures: This change will prevent misuse of GY/GZ AACs within 

DoD pending a determination of their validity under DoDAAD procedures. 

(4) Staggered ICP Processing: ICPs will phase in equivalent validation to reject 

GSA ADVANTAGE assigned GY/GZ series AACs. This will block processing of 

requisitions which by-pass the DAASC and enter the ICP system through 

alternative methods, e.g. DESEX. Components will coordinate implementation 

schedules to DLMSO.

(5) DLMS Procedures: Above edits will be adopted under the DLMS. Additionally, 

a unique status code for use under DLMS to specifically indicate unauthorized use 

of a GY/GZ series AACs will be assigned. A unique code will prevent confusion 

where multiple meanings are assigned to a single status code under the DLSS. 

DLMS status codes will be assigned at a future time.

(6) DAASINQ Procedures: Modify DAASINQ DoDAAC inquiry screen to reflect 

the following advisory note when GY/GZ series AACs are displayed: “GY/GZ 

series AACs designate GSA Advantage customers and are not authorized for use 

within DoD requisitioning/ordering processes.” [As an alternative, pla ce 

advisory note on initial entry screen.]

d. Alternatives: The DoDAAD re-engineering effort currently underway will address 

the need to designate purpose/authorized use with the establishment of AACs. Once 

available, this information will facilitate selection of the appropriate AAC and 

validation process within logistics applications.

4. REASON FOR CHANGE: 

a. Background: These GY/GZ AACs were created for GSA Advantage purchase card 

users only and were never intended for standard MILSTRIP/MILSBILLS/DLMS

usage. By request of USTRANSCOM, the AACs were registered and maintained on 

the DoDAAD to facilitate shipment within the Defense Transportation System (DTS). 

USTRANSCOM Component commands require a published AAC to process 

transactions through their systems. Because GSA Advantage sales are FOB port, the 

Military Service pays for onward movement for export shipments, employing the 

DTS.

b. Current Problem: There are currently no business rules prohibiting the use of 

GY/GZ series AACs in DoD logistics requisitioning or billing processes. These 

AACs were intended for the exclusive use associated with GSA Advantage and in no 

way designate authorized requisitioners or billed offices. Additionally, these AACs 

are assigned using the GSA Service/Agency Code vice that of the customer, which 

could impede enforcement of Service assigned rules within DoD processes. Once 

DAASC receives the DoDAAC overlay from GSA with these AACs, they are 

perpetuated by DAASC into the Service DoDAAC files. Under existing 

requisitioning and DoDAAC business rules, requisitions with these AACs could 
automatically be passed to an ICP and/or used to withdraw assets from DRMS and 

result in the unauthorized acquisition of Government property. 

5. ADVANTAGES AND DISADVANTAGES:

a. Advantages: The above change prevents unauthorized use of GSA Advantage 

assigned GY/GZ series DoDAACs in DoD requisitions and bills. These AACs were 

created for customers using a purchase card payment method and cannot be used in 

the logistics billing processes. Additionally, it would be inappropriate to use these 

AACs for ordering outside GSA Advantage because controls that ensure appropriate 

correlation between the customer’s purchase card account and the ship-to address 

would not be in place. These AACs do not reflect the Service Code of the customer 

and should not be used to record sales.

 

b. Disadvantages: May result in some confusion for established DoD EMALL 

customers who have successfully used these AAC in the past to identify ship-to 

locations.

6. IMPACT: 

a. Requisition/order rejection requires coordination with EMALL/DAASC/ICPs for 

synchronized implementation to preclude rejection of otherwise valid EMALL 

purchase card orders. 

c. Requires further action by the DoD DoDAAC Committee to reach a final 

determination of the validity of the GSA assignment of GY/GZ AACs to Component 

personnel. Additionally, if continued, procedures must ensure that these GY/GZ 

AACs are not perpetuated to Component DoDAAC files unless specifically requested.

d. GSA will take action to ensure that address information is properly formatted. GSA 

will also take action to correct the present inability to edit or purge duplicative/unused 

addresses. GSA Advantage Version 6.0, scheduled for spring 2001 implementation, 

will reflect these revisions.